Maintenance with MS Excel: Digitizing maintenance with CMMS system

There is no doubt that MS Excel is still the most commonly used tool by maintenance departments. Statistics conducted by the International Facility Management Association (IFMA), an organization that studies maintenance operations on a global scale, showed that MS Excel and manually created spreadsheets are still used by 69% of companies. The research was conducted in 8 European countries, including Germany, Poland and the Netherlands.

This result is both interesting and intriguing. There is no doubt that manufacturing companies are largely equipped with modern systems and software that allow them to work effectively. The BPSC study shows that out of 350 manufacturing companies surveyed in the survey, 77% have ERP systems. Nevertheless, every fourth company still uses MS Excel for planning.

The first conclusion that comes to mind is that companies are looking for solutions that are easy to use and do not require employee training. Based on the experience of our experts from various industries, such as supply chain, logistics and manufacturing, there is a trend in companies from these sectors to use MS Excel because it is a cheap and easy-to-use tool.

In this article, we will discuss how MS Excel is used by manufacturing companies in maintenance departments. We will also point out tools that are successfully replacing Excel spreadsheets in maintenance departments, such as CMMS systems . Check out more and learn how to streamline your company’s maintenance operations by using mobile devices and modern CMMS systems to plan inspections and preventive actions.

How do maintenance departments use MS Excel?

Maintenance Departments (UR) still use MS Excel very intensively for various purposes. Although they are increasingly being replaced by specialized CMMS systems. Here are some examples of Excel applications in the UR department:

Data Recording and Tracking

Excel can be used to create a list of machines and devices in a plant, along with their technical parameters, inspection dates, repair history, etc. Furthermore, Excel can be used to record failures, but also their causes or the duration of downtime.

Data analysis

In Excel, you can calculate various indicators, such as MTBF (Mean Time Between Failures), MTTR (Mean Time to Repair), and machine availability. It is also worth mentioning that Excel allows you to generate reports on the technical condition of machines. Basically, Excel allows you to analyze data on failures and identify the most common problems and, consequently, the causes of downtime.

Other uses

MS Excel allows you to create checklists, which means that Excel can be used to create checklists for inspections and servicing of machines, devices and infrastructure. In addition, you can calculate maintenance costs in Excel. These are activities that can include labor, material and spare parts costs.

What are the limitations of Excel for maintenance departments?

Although Excel is a popular tool in maintenance departments, it also has major limitations. We do not want to criticize the use of Excel in our article, because we believe that to some extent it fulfills its role as a good calculation tool. Nevertheless, there are also several limitations of Excel that make the work of UR departments very difficult:

• Lack of data centralization : At the very beginning, it should be noted that data in Excel is often scattered across many files, which makes their integration and analysis difficult. Access to sheets and files from different locations on disks and servers also becomes a problem.
• Difficulties in automating processes : Many activities in Excel require manual data entry, which is extremely time-consuming and prone to human error.
• Limited reporting and analysis capabilities : MS Excel offers basic reporting and analysis capabilities. However, it may be insufficient for more advanced calculation needs (especially if the company lacks macro and VBA skills, which are extended Excel functionality used in calculations and analysis).

CMMS as an alternative to MS Excel

As we can see, according to the data presented, many companies still use MS Excel spreadsheets to manage the maintenance of machines and devices in production. However, it is worth noting that the CMMS system for maintenance offers much more possibilities and benefits. The most important point is the replacement of manual work and automation. Here are some examples:

• Data centralization: The CMMS system stores all data on repairs, services, and preventive actions. The data is in one place, which makes it easier to access and eliminates the risk of duplicates or outdated information. Then we talk about the so-called single source of truth. Centralization includes, among others, the history of inspections and repairs, technical documentation of machines, information on spare parts, maintenance schedules, data on failures and their causes, maintenance costs, etc.
• Process Automation: The CMMS system automates many processes, such as scheduling inspections, generating work orders, and tracking spare part usage. It is worth noting that the CMMS system automatically generates requisitions for missing parts. This is something that minimizes the risk of downtime caused by the lack of spare parts.
• Reporting and analysis: The CMMS system enables the generation of reports and analyses on maintenance. This is a functionality that undoubtedly allows for the identification of trends in events, causes of failures and areas requiring improvement. In addition, this function automates the monitoring of KPIs. Also, maintenance departments are able to more easily identify areas where efficiency can be improved.
• Integration with other systems: The CMMS system can be integrated with other systems used in the company, such as the ERP (Enterprise Resource Planning) system, the manufacturing management system (MES) or the SCADA system. Integration allows data to be exchanged between systems.

What are the benefits of using a CMMS system?

Based on research by Deloitte, an international organization dealing with analyses, we can indicate that companies can achieve multidimensional benefits by using digital tools. Deloitte research proves that the potential benefits are:

• Companies can demonstrate material savings of 5-10%, which translates into lower operating and MRO material expenses .
• Businesses can count on a 20% reduction in warehousing costs thanks to more efficient inventory management.
• Production can achieve an increase in equipment availability by up to 10-20%, which ensures better resource utilization.
• Maintenance departments are able to shorten the overall planning time of maintenance activities by 20-50%, which allows for faster and more effective preventive actions.
• Digitization allows for better access to data and reduces overall maintenance costs by 5-10%, which translates into real savings.
• Companies can better comply with regulations, such as UDT, which increases security and regulatory compliance.
• Additionally, maintenance departments have more time to solve operational problems instead of wasting it on collecting data.

Summary

Studies conducted by Deloitte, as well as other recognized organizations, confirm that implementing a CMMS system brings measurable benefits. These include savings in material and storage costs, as well as increased equipment availability. It is therefore recommended that maintenance departments consider implementing CMMS as an alternative to MS Excel. This is an investment that will bring measurable benefits and will allow you to streamline maintenance operations, increase efficiency and improve safety. Don’t wait for outdated tools such as Excel to hinder the development of your maintenance department. Opt for modern solutions such as CMMS systems and enjoy the benefits of digital maintenance!